Associate Director, Finance

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Job Title:  Associate Director, Finance
Status:  Permanent, Full Time (37.5 hours per week)
Closing Date:  Open until filled

PURPOSE OF THE JOB

Reporting to the Director, Finance, the Associate Director, Finance is responsible for the strategic vision, planning, and delivery services in the Finance Department. The Associate Director, Finance is responsible for planning, directing, and coordinating all the accounting operational functions of the organization. They will serve as the finance expert to the Director, Finance and assist the Director by being the professional ambassador of the organization to all funders and stakeholders.

The Associate Director, Finance will provide hands-on leadership to the Finance team and ensure they will develop increasingly capable reports and foster a positive and professional teamwork environment. The Associate Director, Finance will assess current accounting operations, offer recommendations for improvement, and implement new processes (ie: automation processes, IT projects) at each step. The Associate Director, Finance will ensure that the financial operational functions of the organization support the organization’s strategic plan. They will stay current on industry best practices and offers solutions to keep administration costs low while delivering the best customer service to all stakeholders. They will be the resident expert on all accounting support to program areas and will assist the Director, Finance to be the face to the funder on all financial matters.

1.0 SPECIFIC RESPONSIBILITIES AND AUTHORITIES

1.1 Financial management support to the Leadership Team

• Provides supervision, guidance, and leadership to Finance Managers to ensure the appropriate policies and procedures, tools and operations are implemented to meet all financial deliverables.

Assists the Leadership Team in negotiating funding contracts and facilitating the contracting process.

Is responsible for monitoring, and when necessary, coaching, all negotiations carried out by managers.

Contract and related documents are thoroughly reviewed to ensure funding and expense restrictions are well understood and all invoicing/financial reporting requirements are logged into the Finance Team’s workflow.

• Ensures the security and storage of all original contracts and related documents through delegation to Finance team. Ensures all contracts, contract amendments, and sub-contracts are proactively recorded in the Project Chart and hardcopy contract files are kept in an orderly and current manner. This includes proactively working to ensure that fully executed contracts are always in place and following up in cases where contracts are missing/not up to date fully executed versions.

1.2 Financial contract management and reporting:

• Ensures that Finance Managers strategically optimize reimbursement/claims-based contracts so that there is zero-based slippage on an annual basis.

Proactively gets involved to manage risk in any potential issues flagged by Finance Managers in a timely manner (e.g. over-budget, unmanaged slippage, negative funder relations etc.).

Reviews and approves all contract financial reports and related documents as prepared by Finance staff.

Leads with relationship cultivation and management with funders in mind when mentoring staff and submitting contract reports with a best practice “customer service” approach. Funder emails and inquiries are to be acknowledged in a timely manner, keeping in mind that the role of being an ambassador of DIVERSEcity and demonstrating professionalism in every communication with the funder and all stakeholders.

Responsible for identifying, creating, and updating all financial policies and ensures the team creates procedures and forms that support these policies.

Responsible for the preparation of monthly financial reporting to the Director, Finance.

Responsible for the year-end external audit and the coordination of completion of the year end reconciliations and preparation of the Audit Binder for the Auditors.

Ensure compliance with provincial and federal regulations including GAAP, GST returns, WorksafeBC coverage, Gaming Commission, etc. and ensures timely annual filing of the Gaming Summary Report, Form T3010 – Registered Charity Information Return, Permissive Tax Exemption, and other statutory filings.

Works with the Director of Operational Excellence to ensure the maintenance of a capital asset inventory chart.

Works in conjunction with the Director of Operational Excellence to receive negotiated leases and facility rental agreements to ensure payments are made in a timely manner and accounted for in each program.

• Ensures that the organization maintains adequate and comprehensive insurance coverage to mitigate risks and meet contractual requirements.

1.3 Service Quality

• Supports the collection and tracking of key performance indicators (KPIs) to ensure best practices and any variances are quickly addressed.

Maintains electronic accounting systems (Sage 300) and suggests improvements for streamlining where required.

Oversees system and product upgrades and ensures value for money.

Continuously looks for industry best practices, recommend solutions, products, etc. for the Finance Department.

Ensures audit, insurance, payroll and bank fees are providing value for money. Administers an RFP for these services time to time.

Ensures organization realizes all efficiencies possible with e-platforms with respect to all finance functions.

Provides their best advice to the CEO on all matters relating to their areas of oversight and in alignment with the organization’s mission and values.

Is active in risk reduction and management daily.

1.4 Risk Management

• Provides their best advice to the Director, Finance on all matters relating to their areas of oversight and in alignment with the organization’s mission and values;

Is active in risk reduction and management pertaining to financial management of the organization on a daily basis.

Prepares timely cash flow planning for operations and recommends investing or borrowing as needed. Negotiates investment and line of credit/mortgage rates.

Ensures accurate and appropriate documentation maintained for government and external audit for portfolios/projects/contracts.

Responsible for the documentation of all business workflow for the Finance team through policies and procedures, ensuring that it is kept accurate and up to date to manage any risk of undocumented processes and ability for delegation of coverage in times of emergency.

Anticipates contracts that are likely no longer to be funded and alerts the Leadership so that financial risk managing can begin on a timely basis including impact on administration and rent contribution as well as sustainability of management hours.

1.6 Miscellaneous

• As a member of the senior management team, participates fully in the activities and initiatives of the Society.

Participates in the Society’s Strategic planning processes.

Keeps well informed about the Society and participates in the full life of the Society.

Keeps well informed about issues of concern to immigrants.

Keeps well informed about the socio/economic/political climate as it applies to issues of concern to the organization.

Performs any other duties as assigned by the Director, Finance.

1.7 Leadership, capacity-building, and support of a high-performing, values-driven team

• Provides strategic and values-based leadership to all managers and staff within the Finance team.

• Hiring, managing and developing managers and/or staff. 

• Ensures compliance of policies and procedures. 

• Supports all aspects of change management.  

• Oversees skills training and development and resource development. 

• Ensures communication from the department is consistent with the agency. 

• Sets the tone of communication through leadership (collaboration, positive attitude, problem solving, morale). 

• Acts as an advisor to leadership, providing sound judgement and leadership that promotes alignment with the larger vision of the organization and addresses misalignment through constructive feedback and risk management. 

• Deeply committed to stewardship responsibility leadership that is entrenched in ensuring that the work is centered with an accountability framework that provides stability to the organization. 

1.8 Relationship building/partnerships

• Develops and builds relationships internally and externally to support or enhance the work of the department (e.g. between internal programs, managers, departments, other organizations, CSSEA, auditors, insurance brokers, etc.)

Represents DIVERSEcity positively and professionally in the community.


2.0 REPORTING

• Reports directly to the Director, Finance

Keeps the Director, Finance informed about developments of importance.

• Provides reports to all stakeholders as required.

3.0 QUALIFICATIONS

• A Chartered Professional Accountants (CPA) designation with advanced level Canadian accounting experience in a social services non-profit environment or equivalent combination of education/experience.

Masters or Bachelor’s Degree in a relevant discipline with at least 5 – 7 years’ experience in a leadership role responsible for decision making and strategic direction

Demonstrated experience with exercising financial stewardship in a high-volume contracting environment (75+ contracts and budget of 20M+) using fund accounting. Experience with federal government funding (Department of Immigration, Refugee, Citizenship Canada) is mandatory.

Advanced knowledge of Sage 300, MS Excel, Power Point, and CRMs and other computer literacy.

Strong negotiation, mediation, conflict resolution and contract interpretation skills.

Demonstrated ability to analyze information and make sound judgments using conciseness and credibility built through expertise knowledge.

Demonstrated ability to work with a demanding work schedule with competing priorities simultaneously using exceptional planning and organizational skills.

Demonstrated ability to stream workflow processes and implement continuous improvements within your team.

Strong influencing, mediation, facilitation, communication (verbal and written) and presentation skills with the key ability to present complex financial data clearly and concisely to non-financial management.

Demonstrated ability to provide strong leadership and work independently and collegially in a multidisciplinary team environment.

Demonstrated ability to create a highly functioning team with limited resources.

Thrives with change, is a self-starter, entrepreneurial-thinking, operator-mind set, multi- tasker, a problem solver and solution-provider who is passionate about their work and impact to the organization.

Proven problem-solving abilities, adaptable, and exercises good judgment.

Valid BC Driver’s license and access to a vehicle.


APPLICATION REQUIREMENTS:

To apply, please upload your resume and cover letter as separate attachments.  Please note that only Word or PDF formats can be accepted.   As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered. 

To view all opportunities at DIVERSEcity visit www.dcrs.ca/work-with-us/.

ADDITIONAL INFORMATION:

This position is based in our Surrey office and is a blend of remote and in-person services.  DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-plan/. Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.

A comprehensive job description will be provided to all candidates shortlisted for interviews. 

DIVERSEcity is committed to the critical work of re-centering and amplifying those voices and perspectives that have been marginalized through systemic inequities. We will prioritize applications from BIPoC (Black, Indigenous, People of Colour) voices, people from gender and sexually diverse communities,  people with disabilities, and/or people with intersectional identities. if there are ways in which we can remove barriers to your full participation in this recruiting process or if you have any questions surrounding the role or DIVERSEcity as an organization, please feel free to email us at recruitment@dcrs.ca. 

Thank you for your interest and efforts in submitting forth an application. We will be in touch with those applicants who closely meet the essence of and show potential for impact in this role.

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